Senior Executive Assistant [Central/ up to 7.5K]

Optimum Solutions Pte Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading solutions provider in Singapore is seeking an Executive Administrative Assistant to provide high-level administrative support. Responsibilities include managing complex calendars, coordinating travel arrangements, overseeing event management, and assisting with onboarding new hires. The ideal candidate should have strong organizational skills and experience in multi-tasking across various responsibilities. This role is a 10-month contract with the potential for renewal.

Qualifications

• Strong experience in calendar management across multiple time zones.
• Proven track record in managing expenses and event coordination.
• Ability to coordinate international and domestic travel arrangements.

Responsibilities

• Manage calendars for high-level executives.
• Submit expenses accurately and timely.
• Coordinate travel and logistics for the leadership team.

Job description

This is an 10-Months contract role based in Singapore. Renewable upto 18 Months

The role of the Executive Administrative Assistant provides high level of professional administration and coordination support to the team.

Main responsibilities include:

• Calendar Management – Calendar management for the sponsor with up to minimum of 3 calendars. Assist in organizing meetings and scheduling appointments, taking responsibility for the total management of the calendars across multiple time zones. Prioritizes own time, high-level manager’s time, and manager’s directs’ time. Makes administrative decisions and requests on behalf of high-level manager to provide complex calendar management. Proactively manages logistics for business group meetings/events which includes a large amount of room booking for customer and partner meetings.
• Expenses – Accurate and timely submission of expenses for the leadership team on a monthly-basis.
• Event Management – managing team offsites, including internal/customer/corporate hospitality events including venue sourcing and catering. Virtual offsites and using technology to create these events is increasingly important in the current environment.
• PO Management – Assist with raising POs on behalf of Leads and their team requirements.
• Travel – Responsible for the coordination and management of international and domestic travel including flights and accommodation for the leadership team and Calendars populated to reflect the travel/accurately.
• Ensuring all new hires are issued with required technology and ready to go upon start date in their location. Work with HR and hiring managers to ensure new hires have a simple, consistent, streamlined and positive on-boarding experience; point of contact to settle new employees into the organization
• Develops a deep knowledge of the overall business group strategy and acts as an information resource to the business group
• Directly resolves customer requests and hosts business guests
• Adhoc – assist with any additional support requests from the Leadership Team as well as the wider team/other business segment.
• Employee Engagement & Internal Communication – Support engagement activities and simple internal communication of the sponsor